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HomeMy WebLinkAbout2015_0922 -Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 11/24/15 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date September 22, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 2:02 p.m. End of Meeting: 2:43 p.m. 3 Present Chair Roy Morita; Vice Chair John Low. Members: Nancy Golden; Elizabeth Hahn; Jeffrey Iida; Richard Jose; Karen Matsumoto Also: Deputy Attorney Nick Courson; Deputy Attorney Teresa Tumbaga; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Jay Furfaro; Director of HR Janine Rapozo Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Morita called the meeting to order at 2:02 Order /Roll Call p.m. with 7 members present. Approval of Open Session Minutes of August 25, 2015 Mr. Iida moved to approve the minutes as Minutes circulated. Ms. Hahn seconded the motion. Motion carried 7:0 Business CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil Service Commission Procedures for the Selection, Evaluation and Dismissal of the Director of Human Resources and possible decision - making to schedule a Public Hearing on adding such Rule Changes as Subchapter 7 (On-going) Attorney Courson stated he met with Boards and Commissions and some concerns came up, which have been researched and addressed. Basically the concern was did HRS (Hawai`i Revised Statutes §76 -75) provide any rules for the appointment of the personnel director and the answer is yes. HRS does provide something but it is real scanty. The merit appeals board, which is this Commission, shall appoint and may at pleasure remove a personnel director, who shall be the chief administrative officer ofthe department of civil service. The director shall, at the time of the director's appointment, and thereafter, be thoroughly familiar with the principles and methods of personnel administration and shall believe in applying merit principles and scientific Civil Service Commission Open Session September 22, 2015 Page 2 SUBJECT DISCUSSION ACTION administrative methods to public personnel administration. The Commission may want to make sure that is incorporated into the selection rules, but it is not something that would probably be overlooked; it is a pretty basic thing. The "may at pleasure remove" is the main thing; appoint and remove is completely consistent with the Charter. This review is, however, still on- going. Attorney Courson also took the opportunity to introduce his colleague Teresa (Tumbaga) who will be taking over as counsel for the Civil Service Commission. CSC 2015 -15 Memo dated 8/27/15 from the Charter Review Commission requesting nput from the Civil Service Commission on Article XV of the Kauai County Charter Staff explained that any changes they wish to make to the Charter will go back to the Charter Review Commission, and if appropriate it will be written up in ballot form and placed before the voters in the 2016 election. It was further explained that the Charter Review Commission is scheduled to sunset in 2016, but has been an active Commission for the past ten years. Thereafter the next Commission to be appointed by the Mayor, and confirmed by the Council, would convene in ten years. If the Commission has changes they would like to make, but do not make the 2016 ballot, a request can still go to the County Council as a Resolution with a request for ballot consideration, or it can be initiated by voter petition. All changes to the Charter have to go on the ballot for voter approval. Suggestions to the Charter Review Commission should be in their hands by the end of December to allow time for the CRC to work on the wording, to send it to the County Attorney for legal review, and be returned to the CRC to prepare it for the final submittal to the State Elections Office. Staff also noted it was very important for the Civil Service Commission, in particular, to allow sufficient time for the Attorneys to research any suggested changes since their rules and the Charter overlap in many areas with the HRS. Civil Service Commission Open Session September 22, 2015 Page 3 SUBJECT DISCUSSION ACTION Mr. Low stated that he thought the Task Force had done a pretty complete job on addressing the issues, with the majority having been implemented, and that we are going in the direction we want to go. Chair Morita said this item would remain on -going to November Mr. Low moved to defer CSC 2015 -15. Mr. Iida seconded the motion. Motion carried 7:0 CSC 2015 -16 Request from Chair Morita for discussion and possible decision - making on the method to raise the step level for the Director of Human Resources position a. Salary Commission Resolution Nos. 2012 -1, 2012 -2, and 2012 -3 Chair Morita explained that last year he and Mr. Low went to the Salary Commission on this issue, but felt it got mixed in with the raises. The Chair would like to resubmit a memo back to the Salary Commission for the step up and keep it separated from anyone asking for raises. The Commission experienced the inversion in asking Mr. Takatsuki why he did not want to take the Director's position to which he replied he would be taking a pay cut. With the increased responsibilities of the Director it is justifiable that we make that request again to the Salary Commission. Mr. Low was in total agreement, and said this time they need to specifically show the Salary Commission the additions and areas of responsibility because he was not convinced they saw that the last time. Staff stated that the Salary Commission did give the position that step up, but the Salary Resolution was rejected in total by the County Council. Ms. Hahn asked if the process was to bring it up to the Salary Commission, but it still has to be approved by the County Council to which the response was yes. Ms. Hahn asked if it had to wait; was it something that could be brought up as an individual item. Mr. Furfaro advised that the Salary Commission's Civil Service Commission Open Session September 22, 2015 SUBJECT DISCUSSION ACTION next meeting is October 5, and if the Civil Service Commission wants to renew their position in asking to move the position up, since the duties and scope are there, they should take action today so something can be presented on the 51h. Ms. Hahn moved that the Civil Service Commission create a memo requesting a tier change for the position of the Director of Human Resources. Mr. Furfaro also noted that the Salary Commission would take testimony if any members of the Civil Service Commission wanted to present rationale for moving the tier. Chair Morita stated that he, Mr. Low, and Mr. Takatsuki provided testimony last year. Mr. Iida said they should also do the same when it goes before the County Council. Mr. Furfaro shared some of the critical path based on the CAFR (financial audit), which is done mid - December. The Council begins their budget process on March 15, so the timing would be after the CAFR is reconciled, but prior to the March 15 deadline. Chair Morita said if there are a lot of salary increases, because the Commission is not asking for a pay raise, could they do a money bill to keep it separate. Mr. Furfaro said the most important question is, is there money left over from the CAFR? At that point the Commission could formulate the strategy of either going after a separate money bill, or going in as part of the total salary review for the entire administrative staff that is covered by that. Mr. Iida seconded the motion. Motion carried 7:0 Director's CSC 2015 -17 September 2015 Director's Report Report Ms. Rapozo summarized by saying a lot of the work from the HRIS Task Force is starting to come to fruition, and they launched the on- boarding program whereby new hires are now doing their forms on -line before they come in for their first day of orientation, which saves a lot of time. Ms. Rapozo stated they are hoping to sign off on the contract with the vendor for the Time and Attendance program, and start working on a module where people can do their leave requests as well as their timesheets on -line, it can be approved on line, and be merged into the payroll s stem, so there won't be the Civil Service Commission Open Session September 22, 2015 0M, SUBJECT DISCUSSION ACTION type of inputting they have now. A letter was sent to all of the unions to see if they have any comment on this particular change and we are awaiting their response. Time and Attendance will start with one of the units, which is simpler to compute, and the Fire Department, which is one of the more difficult payrolls. The challenge will come at the end when we convert UPW to this system because employees in that unit do not have computers assigned to each of them. Ms. Rapozo congratulated Debbie Ponce who has been promoted to the HR Specialist position and is in charge of employee development training and worker's compensation; she was formerly doing the benefits. Interview and selection of the person for the HRIS position has been completed, and they will hopefully be on board by the next Commission meeting. Ms. Rapozo said the County is in the process of going island -wide with automated trash after reaching an agreement with UPW. Mr. Jose questioned retirement to which Ms. Rapozo stated that was a workshop that is held every year to help employees prepare for when they are ready to retire. Different speakers are brought in so the employees know about their Social Security or employment retirement system, what the changes are, and what Mr. Iida moved to receive the Director's report. plan they are in. Mr. Jose seconded the motion. Motion carried 7:0 Executive Mr. Jose moved to go into Executive Session at Session 2:30 p.m. Mr. Iida seconded the motion. Motion carried 7:0 Deputy Attorney Tumbaga read the Hawai'i Revised Statutes provision to take the Commission into Executive Session for ES -015 to approve Executive Minutes of 8/25/15 and ES -010: RFA 2015 -01 to review and accept the Findings of Fact, Conclusion of Law from the Attorney General's Office as fully described on the posted agenda. Civil Service Commission Open Session September 22, 2015 1 • SUBJECT DISCUSSION ACTION Return to Open Session Ratify Commission actions taken in Executive Session for items: Mr. Low moved to ratify the Commission's actions. Mr. Iida seconded the motion. Motion carried 7:0 ES -015 and ES -010 Announcements Next Meeting: Tuesday, October 27, 2015 — 3:00 p.m. Adjournment Mr. Jose moved to adjourn the meeting at 2:43 p.m. Mr. Iida seconded the motion. Motion carried 7:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. O Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Chair